1. Association Management Division Roles and Responsibilities

2. There is an old adage that says, “Managers do things right. Leaders do the right things.” So what is Leadership?

3. Leadership For the Board of Directors, leadership isdefined by focus and participation on the following items: Fiduciary Relationship to the Community Action throughJudicialDecision Acting as a guiding body for the Community

4. Board of Directors–Role One Building and Maintaining a fiduciaryrelationship to the community FiduciaryDutymeans: Acting in the best interest and for the benefit of the corporation Avoidingconflicts of interest Acting as reasonablepersons in the management of affairswithin the association

5. Board of Directors–RoleTwo Acting throughJudicialdecisionmaking Judicialdecisionmakingmeans: Excercisingsound and reasonablejudgement on matterspresentedbefore the Board Demonstratinggreat care in makingdecisions Being able to provide to a judging body how decisionswere made

7. Management of community finances

8. Risk management, including obtaining insurance and developing reserve funds

9. Establishment, enforcement and interpretation of rules and regulations

10. Human resources management of employees and volunteers

12. Officers

14. Presides at all Board and Association meetings

15. Appoints and supervises all Committees

16. Supervises Community Manager

17. Trains Directors for future leadership positions

18. Sets positive exampleSpecific duties can be found in the Bylaws of your Association’s governing documents.

20. Maintains book of minutes and resolutions

21. Posts meeting and special meeting notices

22. Attests to the authenticity of all corporate documents

23. Certifies all meeting notices and election results

24. Timekeeper for all meetingsSpecific duties can be found in the Bylaws of your Association’s governing documents.

26. Reviews and summarizes financial statements, especially the status of reserve funds, unusual amount of receivable and payables and variances of actual vs. budget for month and year to date

27. Approves/monitors investment policy

28. Monitors delinquencies and advises the BoardSpecific duties can be found in the Bylaws of your Association’s governing documents.

29. Action and Responsibilities Effective Board Meetings

31. Should enhance the overall value of the assets commonly held and individually owned

34. adopt and enforce rules for governing the community

35. decide issues of policy for the owners in the community

37. attempt to settle conflicts

39. Preparation

40. Conducting the Meeting

42. An efficient board meeting is one that keeps moving and stays on point

43. Board meetings should remain focused on:

44. The decisions to be made during the meeting

45. The presentation of possible solutions

47. A published agenda, prepared in advance and provided to participants, instills order and a sense of purpose to all in attendance

48. During a meeting, a presiding officer can appeal to the agenda as a way to keep a group moving and focused on decision making

49. Lessen Stalling

50. Conversations will often stall – offering alternatives, such as tabling a motion until the next meeting, allow time for additional information to be gathered and presented on the matter in the next meeting

51. Consolidate Time

52. Watch the time you spend in session – follow the “Movie Rule”

53. Consistent Decision Making

55. Lessens the chance of missing important decisions on time sensitive issues

56. Ensures good usage of the time available

57. Appropriate preparation requires:

58. Conforming to legal requirements

59. Preparing for decision making

60. Proper distribution of materials

62. Conducting the Meeting Utilize the basics of parliamentary procedure Clearly establish the role of the presiding officer to all present before the beginning of each meeting Display proper behavior during debate There is a difference between debate and argument Executive sessions Maintain accurate record keeping Meeting minutes Action item lists

63. Basics of Parliamentary Procedure Maintain Order Focus on one, and only one, matter at a time If other matters begin to come into debate, call for order and bring the conversation back to the matter up for discussion Courtesy leads to success The rights of individuals should be recognized and respected There are no filibusters in board meetings Majority Rules The will of the Majority must dictate action on issues Protection of Rights The rights of the Minority must be protected If one side loses the majority vote, it does not mean they were wrong: Simply outvoted Justice Everyone is entitled to a voicing of their position

64. A Manager’s Role Play a key role in effective board meetings Their role has multiple layers Support Staff Professional Advisor Facilitator

65. The Basics Support Staff Sees to it that the meetings are well prepared and board members have the needed information in advance Professional Advisor Provides the board with guidance and perspective in matters before the Board Facilitator Assists in facilitation of meetings by providing historical information on past decisions and responding to inquiries about the management reporting Assists in managing personality conflicts Calling for a break to allow others to “cool down”

66. Action and Responsibilities Legal Basics for Community Associations

67. Types of Associations Planned Community Association HOA (Homeowners Association) POA (Property Owners Association) PUD (Property Unit Development) TOA (Townhome Owners Association) Condominium Cooperative These three can exist by themselves or be part of a mixed use development which may have a “Master” Association or “Umbrella” Association

68. Planned Communities An owner owns a lot The Association owns the common area Pool Clubhouse Entrances Owners are “members” in the association

69. Condominiums Individual ownership of a unit An undivided interest in Common elements Percentage of ownership in the property

70. Cooperatives Owner will own stock or have membership in co-op Hold a lease agreement that defines the rights and obligations to live in the unit. Owners have two legal relationships with Cooperative Stock Holder Tenant

73. Hierarchy of Authority of Law

75. Americans with Disabilities Act

76. Federal National Mortgage Association

77. Fair Debt Collection Act

79. Court Decisions Weise vs. Harrington Raintree HOA vs. Bleimann Armstrong vs. the Ledges HOA

80. Recorded Map

81. Declaration, CC&R (Conditions, Covenants & Restrictions) or Master Deed Gives shape to the recorded map Creates interlocking relationship binding all owners to one another and to the community association for the purpose of maintaining, governing and funding the development Establishes protective standards, restrictions, and obligations in areas such as architectural control or use restrictions Creates the administrative frame work and purpose for the operation and management of the association Provides the mechanism for financial support of the community association through assessments Establishes the method of transition of control of the community from Developer to Homeowners

82. Articles of Incorporation Bring the corporation into existence Define its basic purposes and powers (from CC&R’s) Indicates whether stock is issued Indicates whether there will be a board of directors Reasons for Incorporating Helps limit liability of owners and officers Entitles the association to the rights granted to all corporations Easier to deal with other corporations

83. Bylaws Formally adopt governing regulations for the administration and management of an association. Included in the Bylaws: Requirements for membership Requirements for membership meetings Voting rights of member owners Procedures for electing the Board of Directors and qualifications Procedure for the Board of Directors to elect officers General Powers and Duties of the Board

84. Resolutions Established by a motion of the Board May enact rules/regulations to clarify Covenants and/or Bylaws or establish procedure for uniform enforcement Cannot contradict the Bylaws or CC&R's Types of resolution: Policy Resolution Administrative Resolution Special Resolution General Resolution

85. Community Governance Good governance is understanding of the rules Good governance is providing uniform enforcement to create a sense of fairness and equity among residents Good governance promotes harmonious community living Good governance will maintain, preserve, enhance and protect property values and other assets of the community

86. Action and Responsibilities Introduction to the CAI

87. For 32 years the Community Association Institute (CAI) has been the national voice for an estimated 50 million people 250,000 who live in more than community associations in the United States. An estimated 9,000 to 11,000 new community associations are formed every year.

89. Education CAI Membership provides access to numerous online educational materials The majority of these are available 24/7/365 Online learning courses are self paced, allowing learners to absorb the material at whatever pace is comfortable to them Community Association Leadership Development—Online Interactive Course The Community Association Leadership Development program, an online learning course created by CAI's Washington Metropolitan Chapter, provides community association leaders and would-be leaders the critical information needed to function effectively. This course is intended to educate you about the functions and tasks required for the role you will play in your community association. The course is self paced, can be completed within one hour, and available 24 hours a day seven days a week. FOR MORE INFORMATION GO TO caionline.org!

94. With Kuester at your side, you are never alone! Kuester Management Group partners with THE MISSION OF CAI To assist community associations in promoting harmony, community, and responsible leadership. We believe that by giving board members, managers, and homeowners the knowledge they need to better run their associations, they can turn "owners" into "neighbors," increasing harmony, and leading to more prosperous, safer communities.